Early registration closes on 9 September 2020, 23:59 CEST

All individual registrations for HIVR4P must be submitted through the online registration form.

Media registration is free for qualified individuals who are attending HIVR4P in their capacity as journalists, photographers, videographers and community educators.

Registration Fees

To encourage broad participation in the conference, organizers are offering a two-tiered fee structure with lower registration fees for upper-middle income countries, lower-middle income countries and low-income countries (based on the World Bank Classification), and students/youth/post-docs.

Participation in the conference is limited to those actively interested in HIV prevention-related research, either at the academic, governmental, private sector or community level.

The registration fee includes:

  • Entry to all conference sessions, the opening and closing session, satellites and the poster area.
  • Some meals, as outlined in the conference programme.
  • A US$ 75 contribution towards the International AIDS Society (IAS) membership: The two-year IAS membership will be activated following the conference, or – if you are already an IAS member – the existing membership extended by two years. Click here for more information about the IAS Membership benefits.
  • Conference delegates
  • High-income countries
  • Middle/low-income countries
  • Student/Post-doc/Youth (18-25)
  • Accompanying adult (≥ 18)
  • Accompanying child (0-18)
  • Media
  • Early fee
  • US$675
  • US$465
  • US$465
  • US$190
  • US$50
  • Free
  • Standard fee (after 9 Sep)
  • US$875
  • US$600
  • US$600
  • US$190
  • US$50
  • Free
  • Late fee (after 10 Dec)
  • US$1,050
  • US$725
  • US$725
  • US$190
  • US$50
  • Free

Local Charitable Giving Programme

Delegates are given the option to contribute to the programme through the registration process. They can choose the amount they wish to donate by ticking a box on the registration form (US$5, $15 or $25). The funds collected will be transferred to Triangle Project. For more information on the programme, please click here.

Please note:

  • Registration fees must be paid in US dollars only.
  • Registration fees are net and do not include 15% VAT.
  • All dates and times mentioned refer to Central European Summer Time (CEST) zone.
  • Day passes will be available for purchase on-site only at US$ 550/day (+15% VAT).

Media registration

Journalists, photographers, videographers and community educators who are either employees of or on assignment for a recognized print, radio, broadcast or online consumer, medical, community-based or AIDS service organization-sponsored media outlet are eligible to apply for complementary media registration. For the purpose of media accreditation, the term “community educator” refers to anyone doing journalism for an AIDS Service Organization (ASOs) or other community-based media outlets.

Please note that we can only accept applications for media credentials from individuals who are currently and directly involved in journalism. Communications support professionals attached to a recognized HIV research, advocacy or policy organization, whose work is directly related to supporting media coverage of presentations at HIVR4P must register as a regular, paying delegate for HIVR4P. Requests for access to the media facilities from communications support professionals will be evaluated on a case-by-case basis.

Letter of invitation

Individuals requiring an official letter of invitation to be submitted to the embassy when applying for a visa can request one on the online registration form.

Delegates, accompanying persons/children and student/post-doc delegates must register for the conference, pay in full and submit any required supporting documents (if applicable) before a letter of invitation is issued. Media representatives must first register for the conference, pay in full for any additional orders (if applicable), submit all required documents and get approval from the conference organizers before a letter of invitation is issued.

It is the delegate’s responsibility to investigate the visa requirements for South Africa and to apply for a visa, if necessary. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest South African embassy or consulate to determine the appropriate timing of their visa applications.

For detailed visa information, please visit our visa page.

The registration fee minus a handling fee will be refunded after the conference if the visa was applied for in time and proof is shown that a visa could not be granted even though all requested documents were submitted. Refund requests must be made in writing and sent together with the required proof to the HIVR4P Registration Team, by email, no later than 21 January 2021. Refund requests received after that date cannot be accepted.

Delegate registration details may be shared with South African immigration authorities to assist in the immigration process. However, the conference organizers and/or the HIVR4P Registration Team will not directly contact embassies and consulates on behalf of delegates.

The conference organizers will issue the letter of invitation, which must be submitted to the embassy when applying for a visa. The letter of invitation does not financially obligate the conference organizers in any way. All expenses incurred in relation to the conference are the sole responsibility of the delegate. The letter of invitation does not guarantee an entry visa to South Africa.

Parent/Guardian form

Delegates must be at least 18 years old to attend the conference on their own. All children/young people under the age of 18 must be registered as accompanying children and be accompanied by an adult who is registered for the conference in order to attend. In addition, a Parent/Guardian Consent Form must be completed for each accompanying child and submitted to the HIVR4P Registration Team at hivr4p-registration@ctimeetingtech.com.

The accompanying child must bring a copy of the completed Parent/Guardian Consent Form to the conference and carry it at all times. Accompanying children must be with the main delegate or an accompanying adult of that delegate at all times when they are in the conference venue or when they are attending conference-affiliated activities outside of the conference venue. In addition, they may be asked to provide official photo identification (for example, passport, student ID) confirming their age.

Terms and Conditions

Click here to access the registration terms and conditions for delegates and media representatives.